Security Guard Service Invoice Template
A guard services invoice should show the billing period, hours by site and shift type at their contracted bill rates, overtime and holiday hours separately, supervisor and patrol lines, and the contract or PO reference. Multi-site clients need hours broken out by location. ShowTheReceipts saves bill rates by post so a week's invoicing is minutes, not an afternoon.
Header block
- Company name, security license number, phone
- Client name and billing contact
- Contract or PO number
- Billing period — start and end dates
- Invoice number and terms
Hours block, by site
| Site | Shift type | Hours | Rate | Amount |
|---|---|---|---|---|
| Property A | Unarmed, overnight | — | — | — |
| Property A | Overtime | — | — | — |
| Property B | Armed, day | — | — | — |
One block per site — the subtotal per location is what a property manager actually needs.
Additional lines
- Holiday hours — at contracted rate
- Supervisor / site lead hours
- Emergency or short-notice coverage
- Vehicle patrol — per patrol or hourly
- Special event coverage — separate from standing posts
- Equipment or uniform charges — where contracted
- Client-specific training hours
Authorization notes
For any hours outside the standing schedule, note the date, reason, and who authorized it — one line each.
Extra hours with a named authorizer get approved. Extra hours without one get questioned.
Terms
Net terms as contracted, remit-to details, and the next billing period’s dates. Invoice the day timesheets close — the gap between payroll and receivables is the whole game here.
What not to do
- Don’t invoice multi-site clients as one lump total
- Don’t blend overtime into regular hours
- Don’t bill monthly when you pay weekly
- Don’t add unscheduled hours without naming who requested them
Frequently asked questions
How often should guard services be invoiced?
Weekly or biweekly, matched to your payroll cycle. Monthly invoicing on weekly payroll means you're financing a month of wages continuously — the most common reason growing guard companies run out of cash while winning contracts.
Should hours be broken out by site?
Always, for multi-site clients. They reconcile against their own property budgets, and an invoice they can't allocate to a location is one that waits for someone to allocate it for them.
What about incident-driven extra hours?
Itemize them with the date and a one-line reason — 'additional coverage, 3/14, per site manager request'. Extra hours with a named authorizer are approved; extra hours without one are questioned.
Do I attach timesheets?
Summarize on the invoice and have the detail available. Clients rarely want a stack of timesheets, but they always want the total to be reconstructable when someone asks.